Case Study: San Jose State University achieves a 90% reduction in scheduling time with When I Work

SJSU Simplifies Student Workers Schedules

San Jose State University’s University Housing Services manages up to 280 student employees across six 24/7 front desk locations supporting a campus of 36,000 students. The Community Desk Specialist spent large amounts of time on shift swaps, payroll, overtime tracking and other scheduling constraints, creating inefficiency and risk of errors.

By adopting When I Work (Scheduling and Attendance) with Auto Scheduling and reusable templates, SJSU reduced scheduling time from 20 to 2 hours per week (a 90% reduction), saving about 18 hours weekly and allowing one staff member plus two student assistants to manage the entire schedule. Automated conflict resolution, built‑in overtime accounting, and accurate attendance tracking freed staff to focus on long‑term improvements and better serve students.

San Jose State University